Page 1

______________________________________________________________________________________

TO:

Mayor and Members of the Town Council

FROM:

Melvin E. Gaines, Assistant Town Manager

DATE:

November 9, 2022

RE:

FY 2022-23 Town Council Priorities Quarter One Update

RECOMMENDATION

Staff recommends that the Town Council receive this update report, accept public comment,

^{and provide input to staff on the FY 2022-23 Town Council Priorities.}

BACKGROUND

Since Fiscal Year 2015-16, the Town Council has undertaken a priority-setting process that

consists of the Council identifying high-level strategic priorities with specific efforts that

support those priorities over the fiscal year. On March 23, 2022, the Town Council adopted

^{the FY 2022-23 Council Priorities (Attachment 1).}

The adopted priorities include five strategic priorities that each have corresponding actions

or projects. The Council Priorities, as adopted March 23, 2022, included 29 projects. During

the approval of the Council Priorities update process on June 13, 2022, the Town Council

added five projects. As amended, the five FY 2022-23 Council Priorities include 34 Council

Priority Efforts (Actions/Projects/Programs).

• Wildfire/Emergency Preparedness: 12 Actions/Projects/Programs

• Diversity, Equity, and Inclusion: 1 Action/Project/Program

• Land Use Projects and Programs: 5 Actions/Projects/Programs

• Sustainability: 5 Actions/Projects/Programs

• Operational and Service Delivery Enhancements: 11 Actions/Projects/Programs

TOWN OF PORTOLA VALLEY

STAFF REPORT

TOWN OF PORTOLA VALLEY

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Page 2

DISCUSSION

A quarter one (July 1, 2022 through September 30, 2022) update on the Council Priorities,

including the status of implementation, significant accomplishments, and upcoming

milestones is included in this report (Attachment 2.) As shown in Table 1 below, of the 34

Council Priority Projects, 1 projects has been completed, 29 are in progress, and 4 have not

begun. This is a very early point in the implementation of FY 2022-23 Council Priorities, so

this level of progress is expected. Staff does not propose any changes to the Council Priority

Projects.

Table 1: Summary of

Project Status

Count

Projects Completed

Projects in Progress

Projects Not Started

Total Projects

Significant Accomplishments & Upcoming Milestones

Council Priority: Wildfire/Emergency Preparedness

Significant Accomplishments

Upcoming Milestones

•

Complete and implement the State mandated Safety

Element: Public draft safety element released

October 10, 2022.

•

Home Hardening/Defensible Space Code Updates:

First reading of code updates was October 12, 2022

•

Evacuation study implementation: Council accepted

the Evacuation Study July 13, 2022.

•

Launch Veoci virtual EOC tool and support WPV-

Ready: tool has been launched and training is

ongoing.

•

Complete and implement the State mandated Safety

Element: Joint Committee (10/26) & Planning

Commission (1/2023) review of draft.

•

Evacuation study implementation: EPC to make

recommendations to the Town Council on October 26,

2022.

•

Adopt the updated Fire Codes: Fire code updates

expected in December 2022.

Council Priority: Land Use Projects and Programs

Significant Accomplishments

Upcoming Milestones

•

Update the Town’s Housing Element: Draft Housing

Element submitted to HCD

•

Support Town Council public engagement

enhancement efforts: new newsletter format

•

Update the Town’s Housing Element: Review of HCD

comments

Page 20 of 45

Page 3

Council Priority: Operational and Service Delivery Enhancements

Significant Accomplishments

Upcoming Milestones

•

Recruit, hire and onboard staff: Development Review

Technician

hired.

Active

recruitments

for

Maintenance Worker and Finance Technician.

•

Implement technology and software improvements:

Piloting use of project management software. Veoci

virtual EOC software is in use.

•

Determine the appropriate service model and

transition IT services: Led competitive bid process

and selected STEPFORD, Inc. as IT managed

services provider.

•

Recruit, hire and onboard staff: Hiring a Maintenance

Worker and Finance technician.

•

Better serve and utilize Town Committees: Council to

work with staff to scope this project.

•

Implement technology and software improvements:

Completion of EnerGov transition

•

Complete the Annual Financial Audit for FY 2021-22

and any outstanding years: FY 2019-20 audit to be

reviewed by Council in November 2022. FY 2020-21

audit to be reviewed by Council in February 2023.

Council Priority: Sustainability

Significant Accomplishments

Upcoming Milestones

•

Adopt the Green Building Ordinance: First reading of

ordinance was October 12, 2022.

•

Adoption of Sustainability Committee

Recommendations: Monthly Sustainability Public

Service Announcements, building electrification

ordinance recommendations, drought preparation

activities.

Next Steps

As approved by the Council on June 12, 2022, staff will provide the following future updates

on the FY 2022-23 Council Priorities:

• January 2023: Quarter Two/Mid-Year Report (July 2022-December 2022) via report

and presentation at a Council meeting

• April 2023: Quarter Three Report (July 2022-March 2023) via report and presentation

at a Council meeting to discuss FY 2023-2024 Council Priorities.

• July 2023: Quarter Four/FY 2022-23 Council Priorities Close Out Report via Council

FISCAL IMPACT

^{There is no fiscal impact associated with this item.}

ATTACHMENTS

1. Town of Portola Valley Council Priorities for FY 2022-23

2. FY 2022-23 Town of Portola Valley Council Priorities – Q1 Update

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Stanford Wedge and other major projects

Housing Element Update

Design Guideline changes to support home hardening ordinance

Provide support to Sustainability and Trails Committees to

develop ADU checklists

Preparation work to support zoning code modernization efforts

for FY 2023-24

Land Use Projects and Programs

A significant amount of the Town’s resources are utilized to support

day-to-day planning, building and engineering efforts. These

resources support all manner of development, from small changes

to a single-family property to larger multifamily proposals.

Recognition of these efforts, including large land-use proposals,

updates to the Town’s Housing Element, and other important work,

though this priority demonstrates an important focus to quality and

timely service delivery.

Implementation of new/expanded Wildfire Preparedness

Committee recommendations, including exploration of a

permanent funding source for wildfire adaptation/mitigation

measures including public and private vegetation management

Completion and implementation of the State mandated Safety

Element

Implementation of expanded home hardening and defensible

space code updates, in conjunction with Woodside Fire

Protection District efforts

Review Woodside Fire Protection District’s updated fire maps.

Support of the resource grant from Community Partners

Assistance for Wildfire (CPAW), including the potential for a

Woodside Fire Protection District-wide Community Wildfire

Protection Plan

Additional planning efforts, including detailed wildfire behavior

modeling (either at the Town or Fire District level)

Implementation of and potential follow up work for the

evacuation study

Launching the Veoci virtual emergency operations center tool,

and providing infrastructure support for WPV-Ready, as guided

by the Emergency Preparedness Committee

Expanded vegetation management for wildfire mitigation,

including targeted trees and the Town’s open space properties

Adoption of Fire Code Updates

Further exploration of undergrounding Town utilities

Develop a draft wildfire mitigation matching program in

response to the November 10, 2021 Colleagues Memo

Wildfire/Emergency Preparedness

The Town’s location in a wildfire-prone region, and the broadening

impacts of climate change result in the potential of a devastating

wildfire in Portola Valley. The Town’s continued prioritization of

wildfire adaptation and mitigation efforts will continue into FY 2022-

23 and beyond.

Recruiting, hiring, and onboarding staff in Planning and Building

and Public Works departments

Supporting Town Council public engagement enhancement

efforts

Refine operational processes between Town committees, staff,

and the Council. Review, update and revise the Commission and

Committee Policy and Procedures Handbook as needed.

Adjusting service delivery and implementing COVID responsive

operations as necessary

Contracting with and managing necessary consultants to assist

with major projects and reduce staff administrative

responsibilities in order to focus on core service deliveries

Use of virtual assistant tools (in beta test at the time of this staff

report’s publication) to focus limited staff resources on core

responsibilities

Examine Town project management approaches, identify and

implement actions to better communicate project updates to

Town council and the public

Develop an in-lieu fund policy

Explore and implement strategies to increase revenue to support

increased resource needs

Annual Financial Audit

Implementing technological and software improvements to

increase staff productivity and provide enhanced

communications and greater transparency. This includes:

Operational and Service Delivery

Enhancements

The Town Council has committed significant resources over the last

few years to expand on the high-quality public service expected by

applicants. This priority focuses on a variety of improvements

across the organization to build on successful communications

efforts, increased project management, and focus on appropriate

staffing to support these services.

Climate action plan

Microgrid for Town Center Campus

Solar Panel upgrade for Town Center

Adoption of Green Building Ordinance

Adoption of Sustainability Committee recommendations

including preparing for drought

Sustainability

The Town is a leader in sustainability efforts. Additional efforts

are under consideration to continue the Town’s leadership role

to ensure that sustainability is always central to the Town’s

ethos and high-level project efforts.

Following the creation of a new committee to address race and

equity issues, the Town Council continues its commitment to

consider diversity, equity, and inclusion (DEI) when developing

ordinances, policies, programs and projects

Implement PV Cares

Diversity, Equity, and Inclusion

Implementation of the new cloud-based Energov permit

tracking software.

Adoption of project management tools

Launching Veoci virtual emergency operations center tool

Website review and reorganization

Determining the appropriate service model and transitioning

IT services from City of Redwood City.

Facility Maintenance – Develop a comprehensive multi-year

facility maintenance program.

Page 23 of 45

FY 2022-23 Town of Portola Valley Council Priorities - Q1 Update

Council Priority: Wildfire/Emergency Preparedness

Priority Effort 1a:

Lead Staff -

Department

Anticipated

Timeline

Status

Update

Next Steps

J. Dennis - Admin

7/1/2022 to

6/30/2022

In Progress

The Wildfire Preparedness Committee is

exploring a 10-year program to expand the

FireSafe community designation to all Portola

Valley neighborhoods. Any new

recommendations from the WPC will be reviewed

by the Town Council.

Potential funding sources for wildfire mitigation

measures include the Fire Districts engagement

of the Trust for Public Land to explore a ballot

measure for a wildfire mitigation/resiliency parcel

tax in 2023; and a pending Town/Fire District

Community Wildfire Defense Grant to support a

three-year defensible space match to residents.

To be determined.

Implement the new/expanded Wildfire Preparedness Committee recommendations, including exploration of permanent funding

source for wildfire adaptation/mitigation measures including public and private vegetation management.

Page 1 of 19

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FY 2022-23 Town of Portola Valley Council Priorities - Q1 Update

Council Priority: Wildfire/Emergency Preparedness

Priority Effort: 1b

Lead Staff -

Department

Anticipated

Timeline

Status

Update

Next Steps

L. Russell -

Plan/Build

9/1/2021 -

4/26/2023

In Progress

Public Review Draft Safety Element was released

on October 10th.

A joint Committee meeting is scheduled

for October 26th. Committees will have

the option of reviewing and commenting

on the draft through mid-January. Then

Planning Commission will receive all

Committee recommendations and

conduct their review. The Town Council

has final approval.

Council Priority: Wildfire/Emergency Preparedness

Priority Effort 1c:

Lead Staff -

Department

Anticipated

Timeline

Status

Update

Next Steps

L. Russell -

Plan/Build; J.

Dennis

8/1/2022 -

10/26/2022

In Progress

Staff has coordinated with Woodside Fire

Protection District and drafted Building Code

amendments that address the the regular

building code update cycle, wildfire resilience,

and green building. The proposed amendments

were presented to Council on October 12.

If approved, the amendments would go

into effect January 1, 2023. Staff will

prepare bullet points for staff to

distribute to applicants to notify them of

the changes and update handouts as

needed.

Complete and implement the State mandated Safety Element

Implement the expanded home hardening and defensible space code updates in conjunction with Woodside Fire Protection District

efforts (including the review and adoption of Fire Code updates at the end of the calendar year)

Page 2 of 19

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FY 2022-23 Town of Portola Valley Council Priorities - Q1 Update

Council Priority: Wildfire/Emergency Preparedness

Priority Effort: 1d

Lead Staff -

Department

Anticipated

Timeline

Status

Update

Next Steps

J. Dennis - Admin

7/1/2022 -

6/30/2022

In Progress

Current Fire District efforts, including a hazard

and fuels assessment study, supports the

development of a CWPP.

The WPC will engage with WFPD to assist

with CWPP ideas.

Council Priority: Wildfire/Emergency Preparedness

Priority Effort 1e:

Lead Staff -

Department

Anticipated

Timeline

Status

Update

Next Steps

J. Dennis - Admin

7/1/2022 -

1/2/2023

In Progress

The Woodside Fire Protection District has sole

sourced a contract with Flame Mapper

https://flamemapper.com/ to conduct a

fuels/hazards study for the entire district, with an

emphasis on mitigation. They are expected to

release their findings no later than the end of the

calendar year.

The final study will be incorporated into

the Town's ongoing Safety Element and

be part of the data used to update land

use codes as needed to mitigate wildfire

risk.

Support implementation of the Community Partners Assistance for Wildfire (CPAW) resource grant, including the potential for a

Woodside Fire Protection District-wide Community Wildfire Protection Plan

Support additional planning efforts, including detailed wildfire behavior modeling (either at the Town or Fire District level)

Page 3 of 19

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FY 2022-23 Town of Portola Valley Council Priorities - Q1 Update

Council Priority: Wildfire/Emergency Preparedness

Priority Effort: 1f

Lead Staff -

Department

Anticipated

Timeline

Status

Update

Next Steps

J. Dennis - Admin

7/13/2022 -

6/30/2022

In Progress

The Evacuation Study was accepted by the Town

Council on July 13. The Emergency Preparedness

Committee prioritized the study's mitigation

recommendations at its October 6 meeting, and

the Committee will make its recommendations to

the Town Council on October 26.

Once the Council reviews and adopts the

recommendations, staff will begin

implementation.

Council Priority: Wildfire/Emergency Preparedness

Priority Effort 1g:

Lead Staff -

Department

Anticipated

Timeline

Status

Update

Next Steps

M. Gaines - Admin

7/1/2022 -

6/30/2023

In Progress

The VEOCI virtual emergency operations center

tool has been launched and staff has had initial

trainings on its use.

WPV-Ready:

Staff organized a demo for WPV-Ready staff with

VEOCI to view their "CERT Solution" and met with

other jurisdiction who use this solution to better

understand how it can provide infrastructure

support (as well as integration with the Town's

Virtual EOC). In addition, Staff used WPV-Ready's

Windshield Survey to build out an online form

that can be used by CERT volunteers during an

emergency to report back.

Staff is developing a comprehensive

VEOCI training plan over the next year,

beginning with a mini-exercise as part of

the Great Shakeout earthquake

preparedness exercise. Staff is also

exploring using VEOCI for non-EOC uses

to build dexterity with the tool, including

employee onboarding/offboarding.

Implement the evacuation study and any follow up actions.

Launch the Veoci virtual emergency operations center tool, and provide infrastructure support for WPV-Ready, as guided by the

Emergency Preparedness Committee

Page 4 of 19

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FY 2022-23 Town of Portola Valley Council Priorities - Q1 Update

Council Priority: Wildfire/Emergency Preparedness

Priority Effort 1h:

Lead Staff -

Department

Anticipated

Timeline

Status

Update

Next Steps

H. Young - Public

Works

In Progress

The Town and Fire District are currently implementing a pilot

vegetation management plan while developing a long-term

vegetation management program. This includes site visits,

conducting analyses, establishing priorities, developing

scopes of work, and identifying funding and other resources.

Mitigation work that has been completed includes Phase 1 of

major evacuation routes, which consists of 23 curb miles. A

progress map of this work is posted on the Town website.

Limited mitigation work has begun at 6 out of 34 Town

owned properties and open space sites. The Town is still

assessing the tree removal portion of the mitigation program,

however, has removed three trees.

Challenges:

1. Instable employment on work crews. Need crews of 4 to 7

employees year-round. At times, crews have too few

employees to carry out scheduled work, which affects

progress. Completion of basic work first involving evacuation

routes before moving to remainder of streets, Town owned

land, and targeted trees.

2. Long term permanent staffing including management,

resources, time, and funding of this pilot program. Making

this a permanent program by resolving these issues and

formalizing program.

3. Material and equipment storage.

Ongoing development of program,

including site visits, verification of

ownership, scopes of work, analysis,

priorities, resources, and funding in

cooperation with Fire Prevention

Department. Finding time from basic

program to do items on preliminary

expanded scope list.

Mitigation work remains for 43 curb

miles (the remainder of the public road

network). Depending on funding

availability, this could take another 6

years.

Mitigation of the remaining 28 of 34

Town owned properties and open space

sites This work is estimated to take

another 5 years to complete.

Implement expanded vegetation management for wildfire mitigation, including targeted trees and the Town’s open space

Page 5 of 19

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FY 2022-23 Town of Portola Valley Council Priorities - Q1 Update

Council Priority: Wildfire/Emergency Preparedness

Priority Effort 1i:

Lead Staff -

Department

Anticipated

Timeline

Status

Update

Next Steps

J. Dennis - Admin

7/1/2022 -

12/30/2022

In Progress

The Woodside Fire Protection District develops

and adopts Fire Codes on a three year cycle. The

latest code update is anticipated in December.

Once adopted, the District will request

that the Town ratify the codes. The

District plans to present to the Town

Council in December.

Council Priority: Wildfire/Emergency Preparedness

Priority Effort 1j:

Lead Staff -

Department

Anticipated

Timeline

Status

Update

Next Steps

J. Dennis - Admin

4/1/2023 -

6/30/2024

Not Started

Staff discussions have not begun. Focus has been

on on Priority Project 4B (Town Center

Microgrid).

Staff anticipates beginning underground

study meetings in April 2023.

Council Priority: Wildfire/Emergency Preparedness

Priority Effort 1k:

Lead Staff -

Department

Anticipated

Timeline

Status

Update

Next Steps

J. Dennis - Admin

In Progress

The Town, through the Woodside Fire Protection

District, recently applied for a Community

Wildfire Defense Grant to support a 3 year

defensible space matching program for up to

$3,000 to support private property wildfire

mitigation work.

Develop a draft wildfire mitigation matching program in response to the November 10, 2021 Colleagues Memo

Adopt the updated Fire Codes

Further explore undergrounding of Town utilities

Page 6 of 19

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FY 2022-23 Town of Portola Valley Council Priorities - Q1 Update

Council Priority: Wildfire/Emergency Preparedness

Priority Effort 1l:

Lead Staff -

Department

Anticipated

Timeline

Status

Update

Next Steps

J. Dennis - Admin

12/1/2022 -

12/30/2022

Not Started

The Woodside Fire Protection District has sole

sourced a contract with Flame Mapper

https://flamemapper.com/ to conduct a

fuels/hazards study for the entire district, with an

emphasis on mitigation. They are expected to

release their findings no later than the end of the

calendar year.

Once produced, the Town will review the

maps.

Council Priority: Land Use Projects and Programs

Priority Effort 2a:

Lead Staff -

Department

Anticipated

Timeline

Status

Update

Next Steps

L. Russell -

Plan/Build

9/13/2019 - TBD In Progress

Staff and consultant team are preparing the

Response to Draft EIR Comments.

Release of the Final EIR and review by the

Conservation, Trails, and BPTS

Committees.

Coordinate Town processes for Stanford Wedge Project

Review Woodside Fire Protection District Updated Fire Maps

Page 7 of 19

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FY 2022-23 Town of Portola Valley Council Priorities - Q1 Update

Council Priority: Land Use Projects and Programs

Priority Effort 2b:

Lead Staff -

Department

Anticipated

Timeline

Status

Update

Next Steps

L. Russell -

Plan/Build

5/1/2021 -

1/30/2023

In Progress

The Draft Housing Element is being review by

HCD with preliminary comments expected in

October and formal written comments expected

in November.

The Ad Hoc Housing Element Committee

will likely meet on November 1st to

discuss the preliminary comments and

may hold additional meetings as

necessary. Planning Commission began

their review of proposed zoning code

amendments to implement the Housing

Element on October 19th. The Planning

Commission will continue their review

through mid-December.

Council Priority: Land Use Projects and Programs

Priority Effort 2c:

Lead Staff -

Department

Anticipated

Timeline

Status

Update

Next Steps

L. Russell -

Plan/Build

4/1/2023 -

12/30/2023

In Progress/Delayed Staff had preliminary discussions with

representatives from the Sustainability

Committee, Conservation Committee, as well as

the ASCC, about conducting a larger update to

the Design Guidelines that would include fire

safety, water conservation, and associated topics

that multiple committees have an interest in.

Staff will discuss this topic with the Chair

of the Wildfire Preparedness Committee

with the intent of starting a Committee

led effort in 2023.

Update the Town's Housing Element

Modify Town Design Guidelines to support the updated Home Hardening Ordinance

Page 8 of 19

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FY 2022-23 Town of Portola Valley Council Priorities - Q1 Update

Council Priority: Land Use Projects and Programs

Priority Effort 2d:

Lead Staff -

Department

Anticipated

Timeline

Status

Update

Next Steps

L. Russell -

Plan/Build; H.

Young - Public

Works; B.

DeGarmeaux

9/26/2022 -

1/25/2023

In Progress

Staff met with representatives of the

Conservation Committee to discuss the details of

the proposed checklist. Trails Committee

previously submitted proposed language.

Staff will work with both Committees in

the next few months to align and finalize

the checklist.

Council Priority: Land Use Projects and Programs

Priority Effort 2e:

Lead Staff -

Department

Anticipated

Timeline

Status

Update

Next Steps

L. Russell - Plan

9/14/2022 -

6/30/2023

In Progress

Staff considered options for the zoning code

amendments that are being developed to

implement the Housing Element and are planning

for future options to modernize the zoning code.

More intensive work will begin in

approximately May 2023.

Council Priority: Operational and Service Delivery Enhancements

Priority Effort 3a:

Lead Staff -

Department

Anticipated

Timeline

Status

Update

Next Steps

L. Russell -

Plan/Build; H.

Young - Public

Works; M. Gaines

8/1/2022 -

2/28/2023

In Progress

The Planning and Building Department recruited

and hired a Development Review Technician who

began employment on October 10, 2022. The

Public Works Department and Finance

Department each have ongoing recruitments.

Complete recruitment for Public Works

position. Complete recruitment for

Finance position.

Support the Sustainability Committee and Trails Committee to develop ADU checklists

Conduct preliminary steps to support zoning code modernization efforts for FY 2023-24

Recruit, hire and onboard staff in Planning/Building and Public Works Departments

Page 9 of 19

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FY 2022-23 Town of Portola Valley Council Priorities - Q1 Update

Council Priority: Operational and Service Delivery Enhancements

Priority Effort 3b:

Lead Staff -

Department

Anticipated

Timeline

Status

Update

Next Steps

J. Dennis - Admin;

M. Thurman -

Admin

7/1/2022 -

6/30/2023

In Progress

This is an ongoing effort across multiple departments.

Public engagement is a multi-faceted discipline that

includes one way communications, surveys, meeting

on particular topics, and updating existing systems that

have public facing interfaces.

Staff recently upgraded the Weekly Newsletter to

include photos and an easier navigation. The

newsletter is the Town's principle general news

engagement tool.

Staff regularly informs the public of e-notifications

through subscriptions.

The Town anticipates an increase in the use of surveys

on a variety of topics over the next year for

appropriate topics. Surveys are not typically as useful

for more controversial topics, but are very useful to

such topics as ADUs, Town Center uses, public gifts and

similar.

Through the Housing Element, the Town held three

community wide meetings (in addition to the nearly 20

ad hoc committee meetings). Such meetings are

particularly useful in bringing residents together in

small groups to engage on important topics.

Support Town Council public engagement enhancement efforts

Page 10 of 19

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FY 2022-23 Town of Portola Valley Council Priorities - Q1 Update

Council Priority: Operational and Service Delivery Enhancements

Priority Effort 3c:

Lead Staff -

Department

Anticipated

Timeline

Status

Update

Next Steps

M. Gaines - Admin

3/17/2020 -

6/30/2023

In Progress

The Town continues to evaluate service delivery

options and make adjustments as more

information about COVID-19 becomes available.

Using the San Mateo County Health guidance, the

Town modifies Town operations as appropriate.

Currently, the Town is focused on hybrid work

and meeting options enabling staff, committees,

and the Town Council to perform their functions

and meet remotely, in-person, or a combination

of both.

Assess service delivery options and make

appropriate adjustments following winter

holiday season.

Adjust service delivery and implementation of COVID-19 responsive operations as necessary

Page 11 of 19

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FY 2022-23 Town of Portola Valley Council Priorities - Q1 Update

Council Priority: Operational and Service Delivery Enhancements

Priority Effort 3d:

Lead Staff -

Department

Anticipated

Timeline

Status

Update

Next Steps

J. Dennis - Admin

7/1/2022 -

5/1/2023

In Progress

Staff is constantly seeking ways to reduce

adminstrative impacts on the Town's small staff. Some

tasks are well suited for committees, such as the

current practice of various trail and road oversight

tasks, or the Conservation Committee's review of

landscaping plans. Other tasks require either

specialized consulting services that support state laws

or mandates (Housing and Safety Element updates are

a good example), or are administrative in nature.

The Planning and Building Department and Public

Works Department have transferred some

administrative functions (such as basic engineering

support for land use projects) to our existing

consultants. Both departments have also engaged

services such as Zirtual to offload administrative

functions, with limited success.

Staff also utilizes software to assist in administrative-

heavy functions. For instance, the Town will utilize a

new software to track SB 1383 (organic recycling)

needs, and the upcoming Energov update will provide

new opportunities for residents to track land use

projects, which will reduce email and phone inquiries.

Continue to augment staffing as

necessary/appropriate.

Contract with and manage necessary consultants to assist with major projects and reduce staff administrative responsibilities in

order to focus on core service delivery options

Page 12 of 19

Page 35 of 45

FY 2022-23 Town of Portola Valley Council Priorities - Q1 Update

Council Priority: Operational and Service Delivery Enhancements

Priority Effort 3e:

Lead Staff -

Department

Anticipated

Timeline

Status

Update

Next Steps

M. Gaines - Admin

1/1/2023 -

6/30/2023

Not Started

Staff will work with Town Council to

scope this project in January 2023

Council Priority: Operational and Service Delivery Enhancements

Priority Effort 3f:

Lead Staff -

Department

Anticipated

Timeline

Status

Update

Next Steps

M. Gaines - Admin,

B. De Garmeaux -

Admin, M.

Thurman - Admin,

K. Chinn - Admin

7/1/2022 -

6/30/2023

In Progress

Staff is piloting the use of a project management

software that enables teams to plan,

communicate, and track progress in a shared

electronic environment. Additionally, the Town

continues to transition to the cloud based

EnerGov permitting software that has additional

public facing abilities which should improve the

Town's ability to communicate permit progress to

applicants. The Veoci emergency management

software is operational.

Complete EnerGov transition. If

effective, continue to use electronic

project management tool. Identify

additional programs that could improve

Town processes and service provision.

Explore options to better serve and utilize Town committees and their operations

Implement technology and software improvements to increase staff productivity and provide enhanced communications and

greater transparency.

Page 13 of 19

Page 36 of 45

FY 2022-23 Town of Portola Valley Council Priorities - Q1 Update

Council Priority: Operational and Service Delivery Enhancements

Priority Effort 3g:

Lead Staff -

Department

Anticipated

Timeline

Status

Update

Next Steps

M. Gaines - Admin

Complete

The Town released a request for proposals and

received bids from 4 vendors. STEPFORD, Inc.

was selected as the most qualified vendor.

STEPFORD began providing managed IT services

to the Town on July 1, 2022

Stepford has been onboarded. This

project is completed.

Council Priority: Operational and Service Delivery Enhancements

Priority Effort 3h:

Lead Staff -

Department

Anticipated

Timeline

Status

Update

Next Steps

H. Young - Public

Works

7/1/2022 -

2/28/2024

In Progress

The Town hired a consultant to develop a facility

condition assessment and maintenance plan for

buildings and limited site items. This assessment

is currently being used as a guideline for

maintenance.

Continue to assess other facilities (not

buildings) at Town Center and off site at

Ford Field, Rossotti Field, Triangle Park

for irrigation, dugouts, backstops,

benches, and all other associated items.

Budget items as needed in the Towns

Capital Improvement Budget and Plan.

Council Priority: Operational and Service Delivery Enhancements

Priority Effort 3i:

Lead Staff -

Department

Anticipated

Timeline

Status

Update

Next Steps

J. Dennis - Admin;

C. Rodas - Finance;

L. Russell -

Plan/Build

3/1/2023 -

5/31/2023

Not started.

Work on this item is not expected to begin until

March 2023 due to prioritization of other

Planning and Building work, such as the housing

element, safety element, major land use projects

and zoning code updates.

Determine the appropriate service model and transition IT services from City of Redwood City

Develop a comprehensive multi-year facility maintenance program

Develop an in-lieu fund policy

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FY 2022-23 Town of Portola Valley Council Priorities - Q1 Update

Council Priority: Operational and Service Delivery Enhancements

Priority Effort 3j:

Lead Staff -

Department

Anticipated

Timeline

Status

Update

Next Steps

J. Dennis - Admin;

C. Rodas - Finance;

M. Gaines - Admin

7/1/2022 -

5/1/2023

In Progress

Town staff is exploring a variety of potential

revenue sources for inclusion in the FY 2023-24

budget.

1, Technology Fee - this fee would support the

Town's suite of software and hardware. Such fees

are typically included in municipal building

permits as a flat percentage. The Town is working

with a consultant to develop this fee.

2. General Plan Maintenance Fee - this fee would

support updates to the General Plan and its

various elements. Such fees are included in

building fee inspections. The Town is working

with a consultant to develop this fee.

3. Construction Mitigation Fee - this fee would be

used to reduce the impacts of construction

projects, including supporting increased code

enforcement and localized road impacts. Work on

this fee is not expected to begin until Q3.

Other revenue sources may be recommended to

the Council as they are explored, including at the

mid-year budget update in January 2023.

Explore and implement strategies to increase revenue to support increased resource needs

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FY 2022-23 Town of Portola Valley Council Priorities - Q1 Update

Council Priority: Operational and Service Delivery Enhancements

Priority Effort 3k

Lead Staff -

Department

Anticipated

Timeline

Status

Update

Next Steps

J. Dennis - Admin;

C. Rodas - Finance

9/26/2022 -

2/1/2023

In Progress

The FY 19-20 Audit will be reviewed by the

Finance Committee and subsequently reviewed

by the Town Council in November 2022.

The Finance Department has begun its

work for the FY 20-21 audit. The Town's

auditors, Maze and Associates, are not

expected to be able to review fiscal

information provided by the Town until

the end of this calendar year.

Staff anticipates completing the audit for

review by the Finance Committee and

Town Council by February 1, 2023.

Council Priority: Sustainability

Priority Effort 4a

Lead Staff -

Department

Anticipated

Timeline

Status

Update

Next Steps

B. De Garmeaux -

Admin

07/1/2022 -

6/30/2023

In Progress

Staff worked San Mateo County consultants to

gather needed data to develop a 2030 Climate

Action Plan. This data included the community-

wide emissions inventory and inputting it into a

forecasting tool to understand emissions

scenarios.

Next steps include reviewing potential

measures to reduce emissions and

finalizing an Outreach plan, which will

include engaging a sub-committee of the

Sustainability Committee in the

development of the measures and then

broader outreach to the Council and

Community.

Complete the Annual Financial Audit for FY 2021-22 and any outstanding years

Update the Climate Action Plan

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FY 2022-23 Town of Portola Valley Council Priorities - Q1 Update

Council Priority: Sustainability

Priority Effort 4b1

Lead Staff -

Department

Anticipated

Timeline

Status

Update

Next Steps

J. Dennis - Admin;

Howard - Public

Works

9/12/2022 -

5/1/2023

In Progress

Staff is working with a consultant team to analyze

the current conditions of Town Center in

anticipation of potential upgrades to the solar

system and the installation of a microgrid. This

work is expected to be completed by the end of

Q2, which would allow staff, working in

conjunction with Council members and the

Sustainability Committee, to develop a plan for

such system upgrades. This plan is expected to be

included in the FY 2023-24 budget for

implementation that fiscal year.

Engagement with a consultant after

project defined.

Council Priority: Sustainability

Priority Effort 4b2

Lead Staff -

Department

Anticipated

Timeline

Status

Update

Next Steps

J. Dennis - Admin;

Howard - Public

Works

9/12/2022 -

5/1/2023

In Progress

See update 4b1.

Explore Town Center Microgrid

Explore Town Center Solar & Solar Panel Upgrade

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FY 2022-23 Town of Portola Valley Council Priorities - Q1 Update

Council Priority: Sustainability

Priority Effort 4c

Lead Staff -

Department

Anticipated

Timeline

Status

Update

Next Steps

B. De Garmeaux -

Admin

9/1/2022 -

10/26/2022

In Progress

Staff held a Study Session with the Council on

August 10th to discuss updates to the Green

Building Ordinance based on Council’s guidance

at their May 22nd meeting. Based on the Council

guidance, staff met with reach code experts to

understand the current CEC process and then

worked with the Town Attorney to incorporate

the updates as Building Code amendments. The

amendments were reviewed for adoption by the

Council at a Public Hearing on October 12th.

Next steps are a second reading at the

October 26th Council meeting.

Council Priority: Diversity, Equity, and Inclusion

Priority Effort 5a

Lead Staff -

Department

Anticipated

Timeline

Status

Update

Next Steps

M. Gaines - Admin;

C. Rodas - Finance;

7/1/2022 -

6/30/2023

In Progress

During the FY 2022-23 Budget process, staff

requested that Committees determine projects

to be funded by PV Donates. No committees

identified any projects, so no there are no PV

Donates projects to implement.

Staff will develop formal processes for

committees to propose PV Donates

projects and for the public to view

potential projects and make donations.

Adopt the Green Building Ordinance

Implement PV Donates

Page 18 of 19

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FY 2022-23 Town of Portola Valley Council Priorities - Q1 Update

Council Priority: Sustainability

Priority Effort 4d

Lead Staff -

Department

Anticipated

Timeline

Status

Update

Update Continued

B. De Garmeaux -

Admin

7/1/2022 -

6/30/2023

In Progress

Staff is working with Sustainability Committee to support the

committees 2022-23 Fiscal Year priorities as outlined below.

--Community education: PSAs to encourage GHG and water

reduction; Ongoing - Committee has assigned each member a

specific month to put out a PSA and has been doing so for

two months. As a next step, the Committee will work with

the Communications & Community Engagement Analyst to

develop a template for submitting the PSA to the Town's

weekly newsletter (on a monthly basis).

--Smart water meter usage with Cal Water education and

outreach; Ongoing - CalWater gave a presentation to the

Committee to understand the status of the project; staff and

the committee are working with CalWater to address

concerns and gather information to educate the community

on the program and how to make best use of the smart

water meters as they are installed.

--Climate Action Plan (an independent Council Priority

project); Ongoing - Committee developed a subcommitee to

work with staff on developing the 2030 Climate Action Plan.

Staff will be working with the sub-committee in

October/November on measure development.

--Existing Building stock electrification ordinances; Ongoing -

the Committee is gathering info from other jurisdictions

efforts on electrification and will report back to Council on

recommendations; in addition, the Committee weighed in on

the update to the Green Building Ordinance that went to the

Council on October 12th.

Demonstrations – Induction stove top, backup

power, smart meter gadgets; Ongoing - the

Commitee worked with staff and the Library to

develop a backup power kit (solar panel and

battery) that is now available for checkout out

from the PV Library; the Commitee has purchased

an induction stove top and complimentary

cookware that will be available for checkout from

the Library as soon as the equipment can be

entered into the Library's catalog.

--Preparing for Drought; in addition to the PSAs

and work on Smart Water Meters, the Committee

has also engaged Planning staff to explore a

potential update to the Town's Outdoor Water

Conservation in Landscaping Ordinance (aka

MWELO); the Committee will be working

independently until mid-2023 to gather

information and best practices, with a few check-

ins with the Planning Department, and then

together they will develop a plan for an update.

Staff is also planning to enlist the Committee's help

in updating the Water Conservation section of the

Town's website.

Adopt Sustainability Committee Recommendations

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